Setting What Staff Can Do
Open a person from Admin > Staff to set what they do and what they can open. The page asks four questions. Only a Super Admin can change the answers; a Manager or an Admin Viewer sees them read-only.
The four questions
Section titled “The four questions”What does [name] do at the club?
Section titled “What does [name] do at the club?”Tick every job the person works: Lifeguard, Swim coach and so on. Add the hourly pay beside a job if you know it. See Jobs and Pay.
Tick Volunteer for someone unpaid who helps with one task, such as recording pool chemical tests.
Does [name] lead a program?
Section titled “Does [name] lead a program?”Tap each program they lead. A program lead sees that program’s rosters, timesheets and meetings.
Most staff lead nothing. Leave every program unselected.
The programs themselves are set up under Admin > Staff > Positions. See Jobs and Pay.
Can [name] open the admin panel?
Section titled “Can [name] open the admin panel?”Pick one. This is separate from their job: a lifeguard usually needs none.
| Choice | What it allows |
|---|---|
| No admin panel | The staff app only |
| Manager | Runs the shift. Sees the staff list, but not pay |
| View only | Sees everything, including pay, and changes nothing. For a board member |
| Full admin | Everything, including pay and who has access |
Anything extra?
Section titled “Anything extra?”Each switch adds one permission on top of the rest. All are optional.
| Extra | Allows |
|---|---|
| Front desk | Check-in, point of sale and the family roster |
| Build schedules | Creating and publishing the staff schedule |
| Approve subs | Approving requests to swap or cover a shift |
| Read payroll notes | Seeing the notes the treasurer leaves on timesheets |
What they can do
Section titled “What they can do”The panel on the right, What [name] can do, rewrites itself as you answer. It lists in plain sentences what the person will be able to do, with a short Can’t list beneath it.
A line marked with the staff app is recorded now and takes effect when the staff app arrives. The rest works today.
| Works today | Who |
|---|---|
| The full admin panel | Full admin |
| Check-in, point of sale and the read-only family roster | Front desk |
| The Staff area, read-only | Manager, View only |
| Everyone’s pay rates | Full admin, View only |
| The audit log | Full admin |
Saving
Section titled “Saving”Nothing is saved as you tick. Your changes collect under changes to save, one line each, such as Swim coach pay: $20.00/hr to $22.00/hr.
- Save changes applies them all.
- Undo puts the page back as it was.
After saving, the panel shows Saved and how many changes were recorded in the Audit Log.
Starting points for someone new
Section titled “Starting points for someone new”When you open someone who is not staff yet, the page first asks What will [name] be doing? and offers starting points: Lifeguard, Head guard, Swim coach, Tennis coach, Front desk, Manager, Board member and Volunteer.
Pick the closest. It fills in the four questions, and you can change anything before saving. A starting point is left out if the club has retired the job it needs.
Rules the portal enforces
Section titled “Rules the portal enforces”- The last Full admin cannot be removed. At least one who can sign in must remain. You will see You can’t remove the last Super Admin.
- Anyone with a job is staff. You never set this yourself.
- Every change is recorded in the audit log, with who made it.
How this relates to Member, Staff and Admin
Section titled “How this relates to Member, Staff and Admin”The portal’s older three roles are worked out from these answers:
| Answer | Older role |
|---|---|
| Full admin | Admin |
| Front desk, without Full admin | Staff |
| Anything else | Member |
The audit log and the staff list use the underlying names. Full admin appears there as Super Admin, View only as Admin Viewer, and a program lead as Program Lead.